Electronic Records Processing Guidelines.pdf

Upon receipt of the records, the electronic records archivist will survey the physical
media and its content, and make preservation recommendations. At this time, the
physical media is authenticated and given a unique identifier. The unique identifier
[whatever unique identifier your repository chooses]. An example of such a unique
identifier would be [give example here].
Processing Workflow
Arrangement
The arrangement of [name of repository]’s electronic records is governed by the
policies and procedures laid out for manuscripts and photographs in the
Processing Manual. Each collection’s electronic records are physically separated
from the rest of the collection and organized into their own series or sub-series
within the hierarchy of the larger collection. Each electronic records series may
include sub-series or further divisions if necessary.
Although the electronic records archivist makes every effort to extract files from
proprietary systems, it is not always feasible for this operation to be performed. In
such cases, the arrangement of such files may be dictated by the proprietary
system that created them.
In certain cases, it may be necessary to print out materials from electronic
records. The electronic records archivist is responsible for recording this in the
internal electronic records database and the collection’s processing record as
well as keeping track of where such printed records are located.
Special care is taken in retaining the arrangement of electronic records when
they are migrated from one physical medium or converted from one file format to
another.
Physical media is arranged in archival quality containers according to collection
and copy type (i.e. archival original, preservation master, user copy, etc.).
However, if the electronic records archivist deems it necessary to alter the
arrangement of an electronic records series, additional copies will be made in
order to maintain version control.
Description of Electronic Records
Due to the special preservation considerations of electronic records, it is
necessary to devote a great deal of time and resources to the recording of
metadata. This information is particularly necessary to maintain for future access
to the data, particularly if the archivist chooses to upload the electronic records
into an online system open to researchers.
Metadata
During the accessioning and processing of [name of repository]’s
electronic records, the electronic records archivist maintains metadata